Summer is here—and with it comes a perfect storm of deadlines, distractions, and disrupted routines. Mid-year caseloads are building. Attorneys, paralegals, and legal assistants are heading out for long-awaited vacations. Court schedules don’t slow down. And all of it puts pressure on the backbone of every law office: the calendar.

In a profession where missed deadlines can lead to malpractice claims, stress, and lost client confidence, effective calendaring is not just a suggestion, it’s a risk management essential. Now is the ideal time for paralegals to lead a mid-year calendaring audit and ensure the firm is aligned, protected, and prepared.

The Risk of Calendar Gaps

Calendar-related malpractice claims consistently top the charts at Lawyers Mutual. Missed deadlines, especially those tied to court filings, statutes of limitation, and discovery cutoffs, are among the most preventable causes of professional liability claims.

Paralegals play a central role in protecting the firm from these calendar pitfalls. But even well-meaning efforts can fall short if the systems in place are outdated, inconsistent, or reliant on a single person’s memory.

A few common risk points include:

• Solo calendaring: One person maintains the schedule, and no one else has access.
• Shadow calendars: Different team members track their own deadlines in different systems (paper, Outlook, phone apps), creating silos and gaps.
• Lack of cross-checking: No redundancy or backup system for critical dates.
• Vacation overlaps: Multiple team members off at once, with no clear coverage plan.

Your Mid-Year Calendar Checkup

To mitigate these risks and increase efficiency, consider launching a summer calendar audit using these best practices:

1. Conduct a Teamwide Calendar Review

Bring together attorneys, paralegals, and administrative staff to review active matters and key upcoming deadlines. Confirm that all known court dates, client milestones, and internal due dates are reflected on the firm calendar.

2. Standardize Your Calendar System

Ensure the entire team uses a centralized calendar platform, preferably one with cloud access, shared permissions, and reminders. Outlook, Clio, PracticePanther, and MyCase offer robust calendaring tools. Avoid isolated or duplicate tracking systems.

3. Implement Redundancy

Establish a two-person rule for every calendar entry: one person enters, and another verifies. Back up digital calendars with periodic printed reports for critical case timelines.

4. Build a Vacation Protocol

Create a vacation coverage calendar so everyone knows who is out and who is covering key tasks. Schedule pre-vacation case handoffs and designate backup reviewers for deadlines falling during absences.

5. Integrate Reminders and Alerts

Use technology to your advantage. Set up multi-level reminders (e.g., one week, three days, and same-day) for major deadlines. Consider using project management tools like Trello, Asana, or Microsoft Planner alongside the master calendar.

Paralegals as Calendar Champions

Paralegals are uniquely positioned to bring clarity to calendaring chaos. You are often the touchpoint between attorneys, courts, and clients—and you understand the daily flow of the office better than anyone. By taking the lead on calendar hygiene, you protect the firm’s reputation, reduce stress, and contribute directly to client satisfaction and firm safety.

As you ease into summer, take a moment to ask: “Is our calendar system bulletproof?” If not, now is the time to act.